You know that rush of relief when a new client signs on? It’s exciting… until you realize you have to go set up folders, share links, and make sure nothing falls through the cracks. Zapier can help automate these tasks, making your workflow more efficient.
Let’s make that part automatic.
This post will walk you through how to use Zapier to automatically create a Google Drive folder when a client signs a contract in Dubsado—and then instantly share that folder right back in their project. I know Zapier can seem really scary at first, but just take it one step at a time. You’ll be building multi-step zaps and eliminating tons of busy work in no time!
What is Zapier
Zapier is a no-code automation tool that connects your favorite apps so they can work together behind the scenes. Think of it like a digital assistant that runs your repetitive tasks for you—no coding required. With a few clicks, you can set up “Zaps” (automated workflows) to handle things like creating folders, sending emails, updating spreadsheets, and more.
In Case You’re New Here… Hi, I’m Amy Pearson!
I’m Amy Pearson, a systems strategist who helps service-based business owners reclaim their time with backend workflows that actually work. I blend automation know-how with a whole lot of empathy—because I know tech can be overwhelming, and I’m here to make it feel doable (and maybe even fun). When I’m not building workflows in Dubsado or mapping out client experiences, you’ll probably find me in the kitchen trying out a fun new recipe I found on Pinterest or reorganizing my Google Drive, because man that thing can get messy quick!
Why Automate This?
If you’re still manually creating folders, copying links, and sending them off to clients or your team, you’re spending precious time on admin work. Automating this frees you up for actual client work, helps prevent human error, and ensures that every client gets the same polished experience. Plus, it’s boring and there’s a lot of room for error.
Be honest, how many emails have you gotten from clients saying they can’t access the file because they didn’t have the right permissions?
What You’ll Need to Set Up This Zap
- A Dubsado account with a project custom-mapped smartfield for every folder link you’ll be creating in Dubsado. Learn how to do this HERE.
- A Google Drive account.
- Zapier (paid account recommended for multi-step Zaps)
Here’s how to set up this Zap. I promise, you can do it!
Step 1: Trigger When a Contract Is Signed in Dubsado
In Zapier, you’ll start your workflow with Dubsado as the trigger app. The specific trigger event is “Contract Signed.” This tells Zapier to pay attention anytime a client signs off—perfect timing for creating their folder.
Step 2: Create the Client Folder in Google Drive
Next, have Zapier create a new folder in your Google Drive. Start by choosing Google Drive as the application. Then choose the action of Create Folder. You’ll need to connect your Google Drive and choose your Google Drive. Click ‘Continue’
Chooose My Google Drive and choose where you’d like the folder to live. You can customize the name using fields from Dubsado, like “Client First Name and Client Last Name or add the same name for everything” I recommend keeping a consistent naming format for clarity. Ex. Client First Name Client Last Name | Company Name. Then click ‘Continue’ and test the step. If everything is good, go on to the next step.
Step 3: Set Folder Sharing Settings with Zapier (No more awkward I can’t get in the folder emails)
Then you’ll need a step to set the folder’s sharing permissions. Select Google Drive as the App. Choose Add File Sharing Preference as the action. I usually go with “Anyone with the link can edit” for ease, especially if you want clients to upload files.
On the configure tab, you’ll need to click the three verticle dots next to the File ID area and choose custom. Then choose the ID from the previous step.
Tip: Need to create multiple folders? Simply repeat the above steps for every folder.
Note: You can see me doing the step above in the video below, testing it and tweaking things when it didn’t work right the first time. (There’s no sound, because I was thinking it’d be a really quick video. I wasn’t really planning on having to test anything.)
Step 4: Have Zapier Send You an Email with the Folder Links to Add to Your Client’s Profile in Dubsado
This step is a must it basically sends you a quick heads-up email every time a folder is created and includes the links that were created.
Here’s how:
Add a New Action Step in your existing Zap.
Choose App: Gmail (or Email by Zapier if you’re not using Gmail).
Set the Action: “Send Email.”
Customize Your Email: Here’s an example.
To: (Enter your email address here)
Subject: New Client Folder Created for {{Client Name}}
Body Copy:
Hi (Your name),
A new client folder has been created!
Client Name: {{Client Name}}
Folder Link: {{Google Drive Folder URL}}
From,
Your automated assistant 😊
Step 5: Add the Folder Link to the Dubsado Project
The final step is updating the Dubsado project with the folder link. Simply copy the links from the email you just received from your handy-dandy automated assistant (Zapier) into the client’s custom-mapped mapped smart-field. To do this, go to their project. Scroll down to Project Mapped Smart Fields. Click the pencil next to it and paste the link into the correct smart-field.
Bonus Zapier Tips
- Test Carefully: Before going live, test your workflow with a dummy project to catch any hiccups.
Automating your file setup may seem like a small thing—but it signals professionalism, saves time, and helps you feel one step ahead. Once it’s in place, it’s magic.
Want help setting Zapier up in your own system? Let’s chat.
Book a free discovery call by clicking the button below.
We’ll chat about how I can help you automate your client experience so you can spend less time figuring out tech and more time doing the work you love!
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